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Songwriter Terms & Conditions (required)

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Songwriter Newsletter

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Disclaimer

You must be over 16 to register with Songwriter.

If you are under 16 please ask a parent/guardian or carer to register for you. They must use their email address.

For information on how we will use your data please read our
Privacy Policy
and our
Terms and Conditions

Privacy Policy

Updated 22 May 2018

Who we are

Songwriter is a songwriting community and competition for young people aged 8-18 who live, or go to school in, Hertfordshire, Cambridgeshire or Essex. It is operated by Hertfordshire Music Service, Cambridgeshire Music, Essex Music Education Hub and Norfolk Music Service with funding from children’s charity Youth Music.

Hertfordshire Music Service (“us”, “we”, or “our”) operates www.songwriteronline.co.uk/ (the “Site”). This page informs you of our policies regarding the collection, use and disclosure of Personal Information we receive from users of the Site.

By using the Site, you agree to the collection and use of information in accordance with this policy.

How and when do we collect data?

Sign-up to email list
If you opt in to receive our emails by signing up via the Songwriter website

Attending a Songwriter event
If you book for one of our events via our website, by email or by telephone

Registering with the Songwriter website
If you register and create a profile on the Songwriter website

Visits to our website

We use cookies to help make the experience of using our website better – this means we will remember your previous visits and track the pages on our website that you visit. When you visit www.songwriteronline.co.uk our web server automatically records your public internet protocol (‘IP’) address and also generates a log file.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.

In addition, we may use third party services such as Google Analytics that collect, monitor and analyze the log file data to help us make improvements to our website.

How we store data

Our website is built using WordPress and data from participants registering with the website is stored securely in a database within WordPress. WordPress is owned by a parent company called Automattic. You can view Automattic’s privacy policy here.

Data collected via the sign-up form on our website are held securely in an online application called Mailchimp. You can view MailChimp’s data security and privacy information here.

We use an online application called Eventbrite to manage online bookings for our events. Data are held securely by Eventbrite. You can view Eventbrite’s data security and privacy information here and here.

Mailchimp and Eventbrite are both based in the USA and comply with the EU-US Privacy Shield Framework.

What data do we keep?

We only collect the information that’s necessary to carry out our business, provide the particular service you’ve requested and to keep you informed.

Email list

When you opt-in to receive emails from us we collect your name and email address.

We also ask for your postcode and county. This is so we can send you information that it relevant to the area in which you live.

We can see how many and which email communications you have opened and clicked on.

If, when you make an online booking via Eventbrite, you opt-in to be added to our mailing list, data will be exported from Eventbrite and added to our email list in Mailchimp.

When you register and create a profile on the Songwriter website we will collect the participant’s full name, email address, postcode, date of birth, county and school in order to create a website profile for the participant.

The participant also has the option to let us know how they heard about Songwriter. This information will only be used by us to help us improve our communications about Songwriter.

The participant also has the option to add a biography which will appear in their profile on the website and will let others know a bit more about them.

Will it be shared with any third parties?

We will not share, rent or sell any data to third parties and no third party will be able to contact a Songwriter participant via the Songwriter website.

Third party advertisers (such as Facebook or Google) may process your data to help us identify customers similar to our audience or to serve relevant adverts to you on third party websites. The information shared with these advertisers is pseudonymised to protect your personal data.

Will it be used to contact the person signing up and if so, for what purpose?

We may contact the participant for the following reasons:

To inform them that they have won a prize and to liaise with them during the delivery of that prize, if necessary.

To let them know about Songwriter-related events taking place in their area e.g. Songwriting workshops or showcases

To send them useful information in relation to a booking for a Songwriter event

To keep them up-to-date with Songwriter news and any changes or developments

To let them know about any external opportunities that may be of interest e.g. Other songwriting competitions or performance opportunities.

How long will information be kept?

Data on registered Songwriter participants will be kept until the registered participant’s 19th birthday. We will review all accounts on 31st August each year and any accounts that have not been logged into in the previous 12 months will be deleted. We will send the account holder an email informing of this and giving them 2 weeks from the date of the email to log into their account.

If you have opted-in to our email list but haven’t registered and created a profile, we will stop contacting you and delete your data if you haven’t opened one of our emails for three years.

Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.

How you can opt out of hearing from us

If you want to contact us to discuss your data and how we collect, use and store it:

Data Protection Team
Hertfordshire County Council
County Hall
Pegs Lane
Hertford
SG13 8DQ

If you prefer not to receive emails from us you can unsubscribe at any time. Simply scroll to the foot of an email and click Unsubscribe. Our system will then not allow us to email you until you actively sign-up again.

If you are unhappy with the way that we have used your data or the way we have responded to a request you also have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk

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Terms and Conditions

Songwriter – Terms and Conditions

The promoter is Hertfordshire Music Service whose registered office is at The Mix Team, Hertfordshire Music Service, Central Office, Mid Herts Centre for Music & Arts, Birchwood Avenue, Hatfield, AL10 0PS.

Employees of Hertfordshire Music Service or their family members or anyone else connected in any way with the competition or helping to set up the competition shall not be permitted to enter the competition.

There is no entry fee and no purchase necessary to enter this competition.

The competition will remain open at all times. Closing dates for song entry will be as indicated on the ‘Prizes and Opportunities’ webpage. No further entries to the competition will be considered for a prize, if entered after the closing date.

No responsibility can be accepted for entries not received for whatever reason.

The promoter reserves the right to cancel or amend the competition and these terms and conditions without notice in the event of a catastrophe, war, civil or military disturbance, act of God or any actual or anticipated breach of any applicable law or regulation or any other event outside of the promoter’s control. Any changes to the competition will be notified to entrants as soon as possible by the promoter.

Details of prizes are published in good faith and are believed by the promoter to be correct. The promoter is not responsible for inaccurate prize details supplied to any entrant by any third party connected with this competition.

No cash alternative to the prizes will be offered. The prizes are not transferable. Prizes are subject to availability and the promoter reserves the right to substitute any prize with another of equivalent value without giving notice.

Winners will be chosen by an independent adjudicator or panel of judges appointed by the Promoter.

Winners will be notified by email and/or letter within 28 days of the closing date. If the winner cannot be contacted or does not claim the prize within 14 days of notification, we reserve the right to withdraw the prize from the winner and pick a replacement winner.

The promoter will notify the winner when and where the prize can be collected.

The promoter’s decision in respect of all matters to do with the competition will be final and no correspondence will be entered into.

The competition and these terms and conditions will be governed by English law and any disputes will be subject to the exclusive jurisdiction of the courts of England.

The winner agrees to the use of his/her name and image in any publicity material. Any personal data relating to the winner or any other entrants will be used solely in accordance with current UK data protection legislation and will not be disclosed to a third party without the entrant’s prior consent.

The winner’s name will be available 28 days after closing date by sending a stamped addressed envelope to the following address: The Mix Team,Hertfordshire Music Service, Central Office, Mid Herts Centre for Music & Arts, Birchwood Avenue, Hatfield, AL10 0PS.

Entry into the competition will be deemed as acceptance of these terms and conditions.

Songwriter – Waiver and Release

The Entrant grants the Authority (Hertfordshire County Council) permission to use the Performance (i.e. the recording of songs/sounds and other audio) at its sole and complete discretion.

The use includes:

any and all recordings and formats made in our studios, or produced by our staff or commissioned third parties of the Performance;

the distribution, publication, transmission, or otherwise use of the young person’s recordings made in our studios, or by our staff or commissioned third parties

music recordings of all kind, nature and format now or in the future;

videos for use with the release of such music to the public in any and all formats; or

on the Authority websites; or

incorporated into any and all songs/audio at the sole and absolute discretion of Authority; and

in any and all media, and incorporated by Authority in any and all other media whatsoever.

The Authority will acknowledge the Entrant whenever they use the Performance and give them named credits in their final piece of work (i.e. a video in which the Entrant’s piece of music/audio was used).

The Entrant also knows, understands, and appreciates the risks that exist with the acknowledgements, representations and warranties in this Consent.

The Entrant states that their signing of this Consent is voluntary and that they knowingly assume all such risks on behalf of themselves.

The Entrant understands that by agreeing to these terms, they are releasing claims and giving up substantial rights, including copyright and the right to sue for any reason whatsoever.

The Entrant will compensate, defend, and hold harmless the Authority, against any and all legal claims and proceedings of any description that may have been asserted in the past, or may be asserted in the future, directly or indirectly, arising from their participation in the Performance and the rights related to recording of the Performance.